Internal Regulations

This page shows Sophia Aeterna’s Internal Regulations. All members should behave according to these regulations. Changes can be made by the General Assembly. These regulations are last updated on March 20, 2023. These Internal Regulations are a translation of the Dutch version. Only the Dutch version is legally valid. If there are any discrepancies between the Dutch and English version, the Dutch version will be followed. The regulations can also be downloaded using this link .


Article 1 - Members

  1. Sophia Aeterna is the study association for students of the GLTC Bachelor program and the track Classics of the (Res)MA program Classics and Ancient Civilizations. All students and teachers of these and similar programs and other interested parties are cordially invited to register as a member.
  2. New members can sign up for a membership throughout the year.
  3. Membership continues until cancelled. Cancellation of membership must be made in writing before the first of September. In case of non-compliance, one is obliged to pay the contribution for the following association year.

Article 2 - Alumni

  1. When cancelling a membership, members are asked if they want to convert their membership into an alumnus membership.
  2. In addition, alumni can register by mail throughout the year.
  3. A alumnus membership continues until written cancellation.
  4. Sophia Aeterna informs her alumni by email about activities organized for or open to them.

Article 3 – Target audiences

  1. Sophia Aeterna informs her members about activities by email.
  2. According to Article 5 of the Statutes, all members are entitled to participate in the activities. However, the board has the option to organise activities for specific target audiences.
  3. The following target audiences are distinguished:
    1. first year students;
    2. bachelor students;
    3. master students;
    4. (former) committee members;
    5. former board members;
    6. alumni
    7. other target audiences.
  4. The board has the right to exclude groups of members from participation in activities that are organized for a specific target audience for obvious reasons.

Article 4 - Contribution

  1. According to article 6 of the statutes, the association charges a contribution fee from its members. This annual contribution fee is € 15,-.
  2. Members who join later in the year also pay €15,-.
  3. The board is exempt from paying the contribution fee.
  4. Payment is made manually by the members within a period set by the board.
  5. Members who have not paid their fees will not receive the benefits of a membership until payment is made.

Article 5 – Personal data

  1. Personal data provided when registering for a membership to Sophia Aeterna, trips and excursions, are treated confidentially and processed in accordance with the General Data Protection Regulation.
  2. When registering, Sophia Aeterna asks its members for their name, date of birth, e-mail address, study (specialization) and study phase. When changes take place in the personal data, members communicate this by email.
  3. Sophia Aeterna keeps this information for the purpose of managing the member database.
  4. Sophia Aeterna will only keep this information for herself and will never provide this information to third parties with whom no processing agreement has been concluded.
  5. Sophia Aeterna keeps this data for the duration of the membership. After the termination of the membership, this data will be deleted before the end of the association year.
  6. When continuing the membership as an alumnus, Sophia Aeterna will ask the alumni again whether their personal data may be stored.
  7. Members have the right at any time to:
    1. view the data they have provided to Sophia Aeterna;
    2. withdraw the consent given for data processing and thus to be deleted from the database within a reasonable period of time;
    3. be deleted from the membership database as soon as possible after the termination of the membership;
    4. submit a complaint to the national supervisory authority in the event of a violation of standards from this article or from the General Data Protection Regulation.


Article 6 – Refusal of membership

  1. According to Article 4 paragraph 6 of the Statutes, the board can decide to refuse membership for undetermined reasons.
  2. The board must communicate a written refusal of membership to the person in question and inform the person of the right to appeal to the General Assembly and the procedure to be followed for this purpose.
  3. The board must also inform the General Assembly of the refusal of a membership at the next meeting.
  4. A refused member has access to the meeting in which the decision to refuse is dealt with and is authorized to speak there regarding the appeal.

Article 7 – Suspension

  1. According to Article 8 of the Statues, suspensions are carried out by the board or the General Assembly.
  2. The board must notify the person in question about the suspension in writing and the board must inform them of the right to appeal to the General Assembly and the procedure to be followed for this purpose.
  3. The board must also inform the General Assembly of the suspension at the next meeting.
  4. Exemption from suspension takes place after a possible predetermined period or after a decision to this effect by the General Assembly or the board.

Article 8 – Termination of membership

  1. According to Article 9, paragraph 4 of the Statutes, membership gets terminated by the board or by a member.
  2. If the board terminates the membership, it must notify the person in question of the termination in writing with due consideration of a notice period of at least four weeks and inform the person of the right to appeal to the General Assembly and the procedure to be followed for this purpose.
  3. The board must also inform the General Assembly of the termination at the next meeting.

Article 9 – Denial of membership

  1. According to Article 9, paragraph 5 of the Statutes, denial of a membership is enforced by the General Assembly.
  2. The General Assembly can choose to deny a membership, when a majority of at least two thirds of the number of votes cast is in favor.
  3. The board must notify the person in question of the denial in writing and with due consideration of a notice period of at least four weeks and inform the person of the right to appeal to the General Assembly and the procedure followed for this purpose.

Article 10 – Appeal after a decision to refuse, suspend, terminate or deny

  1. According to Article 4 paragraph 6, Article 8 paragraph 3 and Article 9 paragraph 6 of the Statutes, the person concerned may appeal against the decision to the General Assembly within one month.
  2. To this end, the person in question sends an e-mail to the board of Sophia Aeterna to the attention of the General Assembly.
  3. Within one month, the board shall convene the General Assembly to consider the appeal.
  4. During the appeal period and pending the appeal, the member is suspended.


Article 11 - Job description of the board

  1. According to Article 12 of the Statutes, the Praeses presides over both the board meetings and the General Assembly. The Praeses bears final responsibility for all activities of the association. In addition, the following tasks, among others, fall under the responsibility of the Praeses, if needed assisted or replaced by the other board members:
    1. ensure the implementation of all outgoing decisions of the association;
    2. coordinating the policy of the board;
    3. maintaining contact with the study programme;
    4. act as the face and point of contact for the association.
  2. The Vice-Praeses replaces the Praeses as first appointed in his absence.
  3. The Ab-actis is responsible for all reporting, with the exception of financial reporting, within the board. This responsibility includes the following tasks:
    1. taking minutes of the General Assembly;
    2. taking minutes of board meetings;
    3. the association's correspondence;
    4. maintaining member files;
    5. maintaining the analogue and digital archive.
  4. The Quaestor is responsible for all financial matters. The duties of the Quaestor include:
    1. collecting the contribution fee;
    2. drawing up a budget, which shows the expected income and expenditure;
    3. keeping a ledger, in which the income and expenses of the association are recorded;
    4. drawing up an annual financial overview, in which the final income and expenses are presented;
    5. drawing up an annual financial overview, in which the final income and expenses are presented;
    6. archiving the financial administration.
  5. The Assessor is responsible for the contact between the board and the committees, as well as the board and the other study associations. These activities can possibly be divided among several assessors. The duties of the Assessor include:
    1. maintaining contact with the committees;
    2. maintaining contact with the study associations within the Faculty of Humanities at Leiden University;
    3. maintaining contact with the other study associations GLTC and Ancient Studies in the Netherlands;
    4. maintaining contact with the Assessor of the Faculty of Humanities at Leiden University;
    5. attending cross-association meetings.

Article 12 - Conflict of interest

  1. A board member may not partake in deliberation during (a specific part of) the board meeting if there is a conflict of interest.
    bestuursvergadering wanneer er sprake is van tegenstrijdig belang.

Article 13 – Appointment board

  1. The board is appointed by a selection committee.
  2. This selection committee has the task of forming a candidate board for the next association year.
  3. The selection committee is appointed by the General Assembly at the next meeting, as referred to in Article 16 paragraph 1 sub b. It consists of the current board (subject to article 13 paragraph 5) and two former board members who can register themselves by the board. These former board members exclude themselves from applying for a board position.
  4. If more than two former board members apply, the General Assembly will decide by means of a written vote which two former board members may take a seat in the selection committee.
  5. If someone from the current board decides to reapply, he must resign from the selection committee. Any changes to the committee will be announced in writing at least five business days in advance.
  6. People who aspire to fulfill a board position for the following year are invited to make this known to the board. The period in which one can apply is determined by the selection committee.
  7. After the application period, the selection committee proceeds to interviews.
  8. Subsequently, the selection committee chooses a candidate board, whereby the selection committee also determines the division of functions.
  9. The candidate board is acclimated at the acclamation General
    Assembly if the candidate board is approved by the majority
    of those present.
    1. If no counter-board has been formed, those present at the acclamation General Assembly
      can only
      approve the candidate board or abstain from voting. No votes can be cast against
      the candidate board.
    2. If a counter-board has been formed, see the procedure as
      described in Article 14.
  10. At the acclamation General Assembly, it will also be announced which board member of the candidate board will take on the position of Vice-Praeses.

Article 14 – Counter-board

  1. At the acclamation General Assembly there is the possibility to form a counter-board.
  2. Counter-boards must make themselves known no later than at the acclamation-General Assembly.
  3. If a counter-board makes itself known, a new General Assembly will be organized within 10 business days, at which both the candidate board and the counter-board will present a policy plan, provided that both boards agree to do so. A vote will then be taken at the next General Assembly about the candidacy of both boards.
  4. If a candidate or counter-board is not prepared to do so, their candidacy will lapse and a vote will be taken on the remaining board at the acclamation General Assembly.

Article 15 – Switching boards

  1. The change of board at the General Meeting of Members takes place in the following manner:
    1. the Praeses hammers out the Assessor and then the Ab-actis;
    2. the Praeses transfers his chairmanship of the General Assembly to the Quaestor by appointing him as chairman of the General Assembly;
    3. the Quaestor hammers out the Praeses and then hammers in the new Praeses and appoints him chairman of the General Assembly and also hands over to him the association's treasury;
    4. the new Praeses then hammers out the Quaestor and after that hammers in the new Quaestor and hands him the treasury;
    5. the new Praeses hammers in the new Ab-actis and the new Assessor.


Article 16

  1. At least three General Assemblies are held annually:
    1. one for the reporting, the report of the auditing committee and the board switch, and for the presentation of the policy plans and the budget;
    2. one for the presentation of the semi-annual report and the report of the auditing committee;
    3. one for the acclamation of the new board.
  2. In the General Assembly referred to in paragraph 1 sub a, held in the month of September:
    1. the board publishes its annual report on the state of the affairs of the association and on the pursued policy. The board also submits the balance and the statement of income and expenditure with explanatory notes to the meeting for approval. These documents are signed by the Praeses and Quaestor; if the signature of one or more of them is missing, this will be stated, stating the reasons. The auditing committee also presents its report. The board will also be switched at this meeting.
    2. the new board presents its plans and budget for the coming association year.
  3. In the General Assembly referred to in paragraph 1 sub b, held in February or March, the semi-annual report will be presented and the auditing committee will present its findings.
  4. In the General Assembly referred to in paragraph 1 sub c, held no later than June, the succeeding board is acclimated by the General Assembly.
  5. At the discretion of the board, the decision can be made to split the General Assembly as referred to in paragraph 1 sub a, into two General Assemblies, the second of which will take place no more than three weeks after the first General Assembly.

Article 17 - Agenda

  1. The agenda for the General Assembly shall in any case contain the following items:
    1. opening;
    2. adopting the agenda;
    3. adopting the minutes of the previous meeting;
    4. any other business;
    5. survey;
    6. closing.
  2. The agenda as well as the documents that will be discussed at the meeting will be sent to the members at least five working days before the General Assembly.

Article 18 - Voting

  1. A vote is taken by show of hands or by call. At the request of at least one member with voting rights, a vote by ballot may be chosen. The Ab-actis, or secretary of the meeting, is responsible for counting the votes.
  2. A person entitled to vote may act as a proxy for a maximum of two people.
  3. Proxies can only be granted in writing according to Article 21 paragraph 2 of the Statutes. Written means that the proxy needs to be on paper with a signature of the warrentor.


Article 19 – Establishing committees

  1. According to Article 15 of the Statutes, the General Assembly, in consultation with the board, appoints committees to promote the interests of the association and the organization of the association's activities. The board sets up these committees and supervises and monitors them.
  2. The number of committees, their respective duration and tasks are determined by the General Assembly.

Article 20 – Appointment of committee members

  1. Only members of Sophia Aeterna can join a committee.
  2. It is possible to join a committee within a term set by the board. Members can register with the board for a place in the committees until the end of the term.
  3. The board appoints the committee members after the term has ended, possibly after holding applications.
  4. When the board decides on the appointment of committee members, it informs all appointed and possibly rejected members and publishes a list of all appointed committee members in the newsletter.

Article 21 – Supervising and monitoring committees

  1. By supervising and monitoring the committees, the board is authorized to give practical instructions and instruction with regard to content.
  2. Practical instructions are understood to be instructions relating to the organizational and financial aspects of activities. Instructions with regard to content include the content of activities, themes or their interpretation, speakers, written media, advertising for activities and the like.
  3. The board convenes the committee for a first meeting and explains during that meeting what is expected of them. It is also agreed which committee member is responsible for contact with the board.
  4. The Assessor is responsible for communication between the board and the committees. The Assessor also monitors the progress of committees.
  5. Committees draw up a budget for all their activities and submit it to the Quaestor for approval. Without this approval, the activity cannot proceed. Budgets of major committees, such as the Frons editorial staff, the theater committee, the travel committee and a possible lustrum committee, are preferably also submitted to the General Assembly.
  6. Dates, times and locations of activities are determined in consultation with the board.
  7. The board receives the minutes of each committee meeting.
  8. Committees can only enter into partnerships with other associations and committees of other associations with the permission of the board.
  9. When the good name, integrity or interests of the association are at stake, the board may intervene in the activities of the committee.
  10. Each committee is obliged to update the script of the committee at the end of the year or to write one if no script has yet been drawn up for that committee.

Article 22 – The auditing committee

  1. Articles 19, 20 and 21 do not apply to the Auditing Committee. The Auditing Committee, as referred to in Article 25 paragraph 1 of the Statutes, acts as the financial monitor of the association and is appointed as such by the General Assembly.
  2. The existence of the Auditing Committee is mandatory at all times. The Auditing committee is therefore always appointed at the board-switch General Assembly.
  3. The Auditing Committee reviews the financial documents before at least two General Assemblies per association year, including the board-switch General Assembly, and checks whether the accounts are correct. If the accounts are correct, the Auditing Committee gives its approval after approval from the General Assembly.

Article 23 – Termination of Committees

  1. After the term of a committee set by the General Assembly has expired, the committee is hammered out at the General Assembly and thus ceases to exist.
  2. In addition, the General Assembly can, in consultation with the board, decide during the fixed term to abolish the committees, in the event that:
    1. too few or no members can be appointed as members of the committee;
    2. the committee does not show that it is fulfilling its task.


Article 24 – Archiving

  1. The board is responsible for the archive of the association. In doing this, it takes into account the rules of the General Data Protection Regulation.
  2. The archive consists of an analogue part and a digital part.
  3. At least the following documents are kept in the analogue archive: 
    1. the Statutes and the Internal Regulations;
    2. the registration forms of the members;
    3. the minutes of the General Assembly, signed by the chairman and the secretary of the relevant meeting;
    4. the analogue part of the financial administration, consisting of the budgets and realizations of the association and the paid receipts and invoices;
    5. almanacs, Fronsen and other publications of the association.
  4. At least the following documents are kept in the digital archive:
    1. the Statutes and the Internal Regulations;
    2. the member files: the member file and the alumni file;
    3. the minutes of the General Assembly;
    4. other documents that have been discussed at the General Assembly;
    5. the digital part of the financial administration, consisting of:
      1. begroting en realisatie, ook van commissies;
      2. balans; 
      3. quaestuur;
      4. bankafschrift;
      5. verstuurde facturen.
    6. minutes of board meetings, these should in any case include: 
      1. decisions to organize activities;
      2. decisions whether or not to accept cooperation proposals;
      3. decisions to make special purchases or expenditures;
      4. decisions regarding refusal or termination of a membership by the association as referred to in articles 6, 7 and 8;
      5. decisions regarding the appointment of committee members;
      6. revision of any of the decisions above.
    7. scripts of the board positions and committees;
    8. photos of the association activities.
  5. Board minutes may only be viewed after a request from the General Assembly.
  6. The other documents in the archive may not be taken or viewed without the permission of the board.


Artikel 25

  1. Wherever the masculine form is used in these regulations, the feminine or gender-neutral form may also be read.
  2. These regulations can be amended in accordance with the procedure referred to in Article 28 and Article 26 paragraph 1 and 2 of the Statutes.